Prepare before you start
- Prepare one shared information pack
- Assign each delivery and installation interface
- Check the agreed functions at handover
- A reusable handover record
Prepare one shared information pack
Record the build country, exact show edition, venue, hall, stand plan, approved drawings, component and equipment lists, confirmed delivery windows and on-site contacts. Identify work supplied by other contractors separately. Keep the official source and review date beside each access requirement or time constraint, and check the current event version before using it.
Assign each delivery and installation interface
Sequence production completion, packing, transport to site, unloading and hall handling, installation, equipment coordination and handover. Record the prerequisite, responsible contact and confirmation for each stage. Delivery to the venue and movement to the stand are separate interfaces, so their bookings and charges should be checked separately.
Check the agreed functions at handover
Compare the approved plan with the completed stand. Review graphics, finishes, lighting, equipment interfaces, furniture, storage and agreed functions. Separate completed work from open items. Give each open item a photograph, owner and target time, then add the recheck result and the person confirming it.
A reusable handover record
Item or component reference: Approved drawing version: Agreed condition: Observed condition and photo link: Status: complete / action required / awaiting confirmation. Owner and target time: Recheck result and confirmation contact: This is a working project record. Complete any separately required contractual or official acceptance procedure as well.
Decide what happens to components after the show
Identify components for retention, return transport, agreed storage or disposal. Record packing arrangements, the collection contact and confirmed dismantling times. Staffing and service scope are agreed for the project. Review logistics, return transport and storage as individual interfaces rather than assuming that a fabrication price includes them all.
Submit the installation and handover brief
Share the stand plan, approved drawing version, event dates and confirmed delivery arrangements. Flag unresolved interfaces between fabrication, transport, installation and dismantling. Expostrasse reviews the requested work scope; the current organizer documents remain the source for the specific venue requirements.
Pre-submission checklist
| Work item | Input to confirm | Owner and next step |
|---|---|---|
| Before move-in | Floor plan / drawing revision / official documents / orders | Name access and document contacts |
| Delivery and unloading | Vehicle slot / packaging / handling and storage | Separate delivery, unloading and in-hall handling |
| Installation | Agreed work / equipment interfaces / sequence | Confirm each handover point |
| Handover | Inspection items / photos / open points | Assign an owner and recheck date |
| Dismantling | Removal / packing / return freight / waste / space return | Name execution, payment and confirmation responsibilities |
Frequently asked questions
What should the handover record contain?
Include the item, drawing version, observed condition, photographs, open work, owner, target time and recheck result. Name the person authorized to confirm the handover.
Can last year's access times be reused?
Use them only as a research prompt. Verify the current event documents and confirmed bookings, preserving the source and version.
Does transport to the venue include hall handling?
Not automatically. Transport, unloading, hall handling, empty-case storage and return transport need separate checks of supplier, booking and charges.
Can photographs establish delivery responsibility?
Photographs help document appearance or observed condition. Responsibilities must still be linked to the agreed drawings, work list and project scope.
Supporting material
Project confirmation
Services, production location, working language, price and availability are confirmed in writing for the specific project. Use the current official documents for the exact show.
Checked against the public service scope and listed sources. No unverified factory locations, client identities or measured outcomes are added.
Last reviewed: 7 October 2026Sources
Discuss your stand project
Plan custom stand delivery, installation, handover and dismantling with Expostrasse. Align drawings, component lists, venue documents and responsible contacts.
Discuss installation and handover